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Home My WebLink About2023-03-27 City Council Agenda Packetltem3 Item 3 Staff Report sheltering of abandoned or neglected domestic animals, licensing domestic animals and providing humane disposal of animals when necessary. There are several ways local jurisdictions meet these requirements; some agencies manage their own animal shelters and animal control services, while others partner with other agencies to take advantage of economies of scale and to reduce costs. Historically, Palo Alto has maintained its own shelter and provided animal services to other neighboring cities. Since 2019, Palo Alto has provided animal sheltering services for Palo Alto and two partner cities, Los Altos and Los Altos Hills, through a public/private partnership with Pets in Need. Animal Control is provided by the Palo Alto Police Department's Animal Control Officers (ACOs). Summary of Current (2019-2023) Agreement City Council approved a Professional Services Agreement (Agreement) with the nonprofit Pets in Need on November 26, 2018 (Staff Report ID #98222) to operate the Animal Shelter. The term and compensation of the current Agreement (Attachment A) include: •Five-year term commencing January 17, 2019 •Compensation to be paid to PIN for performance of the Scope of Services in a not to exceed amount $3,440,626 over the five-year term •A Contingency Fund of $200,000 •A Compensation for Renovation Delays Fund of $60,000 •Completion by City of capital improvement projects not to exceed $3.4 million Key responsibilities of Pets in Need include: •Animal Shelter Services including sheltering stray, abandoned, and owner surrendered animals •Medical Services including veterinarian services to shelter animals, vaccination clinics, micro-chipping, and a low cost spay and neuter clinic •Animal adoptions and foster program •Operating schedules for shelter services, emergency veterinary services, and public hours and access (minimum of 6 days/40 hours per week) •Animal licensing •lmpoundment and transfer of wildlife •Records management and reporting •Services to Los Altos and Los Altos Hills Key responsibilities of the City include: 2 City Council Staff Report 9822 November 26, 2018 Item 3: Staff Report Pg. 2 Packet Pg. 10 of 158] https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=76122&dbid=0&repo=PaloAlto •Provide an adequate and safe facility •Provide ACOs and their services including processing of citations •Payment of facility utilities charges ltem3 Item 3 Staff Report •Provide or pay for animal shelter management software (Chameleon) •Fund and complete capital improvement projects in an amount not to exceed $3.4 million The Agreement between the City and PIN included capital improvements to the shelter facility to be funded and completed by the City. At the time the Agreement was approved, the construction costs for the improvements totaled approximately $3.4 million and included remodeling and expanding the medical suite, installing a modular office/classroom building, minor improvements to the existing dog kennel building, and installing a new kennel building with 16 new dog kennels. Additional compensation was added to the Agreement if shelter renovation projects were delayed. The amount of compensation for delays equaled up to $5,000 per month for up to 12 consecutive months, or a maximum of $60,000. Of these projects, the medical suite renovations, installation of the modular building and minor improvements to the dog kennels were completed in 2020. The new dog kennel building was designed, but not constructed. The architectural review process and the first building permit review of the new kennel building design were completed. However, construction cost estimates exceeded the budgeted amount, and the new kennel building was put on hold while the funding gap was discussed with PIN. At this same time, PIN requested that the City prioritize more extensive upgrades to the existing kennels in lieu of the new kennel building. The design work for the upgrades was completed, but before staff could bring an exemption from competitive solicitation to Council, PIN notified the City it would be terminating the Agreement. The City paid PIN the full compensation of $60,000 for renovation delays. More information on the costs and schedule of these improvements can be found in the February 14, 2022 staff report.3 Early Termination On November 15, 2021, Pets in Need (PIN) provided formal notification to the City that it would exercise its right to terminate the Agreement without cause in 12 months' time as allowed in Section 19.2 of the Agreement. PIN stated delays in completing the capital improvement projects, particularly the new dog kennel building as the primary reason for terminating the Agreement. City and PIN staff discussed how best to operate the Animal Shelter for the remaining term of the Agreement and began exploring how we might continue the partnership beyond the termination date. On February 14, 2022, the City Council provided direction to staff on negotiations with PIN 3 February 14, 2022 City Council Staff Report Item 3: Staff Report Pg. 3 Packet Pg. 11 of 158] https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=81766&dbid=0&repo=PaloAlto ltem9 Item 9 Staff Report City Council Staff Report CI TY OF Report Type: ACTION ITEMS Lead Department: Public Works PALO ALTO Meeting Date: March 27, 2023 Report #:2303-1143 TITLE Approval of a Purchase Order with Interstate Truck Center in an Amount Not to Exceed $297,244 for the Purchase of Two 2023 International CV Chipper Body Trucks, Utilizing a Cooperative Purchase Agreement, Funded by Capital Improvement Program Project VR-23000 RECOMMENDATION This item was pulled from Consent Agenda on February 13, 2023 by Council Members Veenker, Lythcott-Haims and Tanaka. The staff report can be found at the attached link: https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=82249&dbid=0&repo=PaloAlto ANALYSIS The following additional information relevant to the purchase of the chipper trucks is provided for Council's consideration: 1.Timing constraints for recommended Purchase Order The formal expiration date of the quote for the chipper trucks occurred prior to the February 13, 2023 Council meeting, but the vendor had verbally agreed to honor the pricing through that date. If Council approves the purchase of the chipper trucks, staff will request an updated quote, and rely on the recommended contingency amount to cover likely cost increases. Given current market conditions, it typically takes 12 to 24 months to place a new truck in service following approval of a purchase order. 2.Additional opportunities for fleet electrification Staff is planning for electrification of the City fleet. Given the size of the fleet, there are multiple opportunities in most years for potential electrification. Replacement of passenger sedan vehicles with electric models is already required, except where specific factors make use of an electric vehicle infeasible. Although electric options are not yet Item 9: Staff Report Pg. 1 Packet Pg.111 of 158] CI TY OF PALO ALTO Item 11 Item 11 Staff Report City Council Staff Report From: City Clerk Report Type: ACTION ITEMS Lead Department: Planning and Development Services Meeting Date: March 27, 2023 Report #:2303-1166 TITLE Provide Direction on Permanent Parklet Program Regulations and Proposed Ordinance and Approval of Budget Amendments in the General Fund, CEQA status - categorically exempt (15301 and 15304(e)). (Continued from March 13, 2023) RECOMMENDATION This item was agendized and discussed during the March 13, 2023 City Council meeting and was continued to a future meeting. The staff report is available at the following link: ATTACHMENTS None. APPROVED BY: Lesley Milton Item 11: Staff Report Pg. 1 Packet Pg. 113 of 158] https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=82265&dbid=0&repo=PaloAlto&cr=1